Receptionist & Social Services

JOB SUMMARY:

Provides social service assistance to eligible clients in the following areas: food, lodging, clothing, furniture, and financial assistance; interviews clients to determine need and eligibility to receive services; prepares accurate and complete client records; refers clients to community agencies and maintains effective working relationships with the same; ensures compliance with program policies and procedures.

Performs a variety of clerical and secretarial work necessary for the smooth operation of an assigned office; performs dictation, typing, and filing as a majority of the responsibilities; processes a variety of routine paperwork necessary for office operations; prepares minutes for meetings; files and records information; answers the telephone and provides general information regarding the office operations and/or services; processing incoming/outgoing mail for an assigned area; receives and processes gifts-in-kind.

ESSENTIAL FUNCTIONS: This job description should not be interpreted as all inclusive.  It is intended to identify the essential functions and requirements of this position.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

Social Service Worker Responsibilities:

Greets and interviews clients requesting assistance to determine client's eligibility for assistance based on program guidelines and restrictions; records clients disposition and other pertinent information such as income, expenses, family and work history; assists clients in completing applications for assistance; photocopies social security cards, picture identification cards, payroll statements, utility bills etc.

Prepares, completes, and processes food, clothing, and furniture vouchers for eligible clients; directs clients to Lodge kitchen, Thrift Store or Distribution Center for assistance.

Provides client's with food from pantry; receives and stocks items donated for the pantry; maintains an itemized account of pantry disbursements and inventory.

Locates and arranges temporary housing for eligible clients; contacts local lodges, homeless shelters, motels, churches, etc. for lodging.

Processes rent and utility financial assistance for eligible clients; contacts utility organizations and landlords to arrange and process financial assistance.

Assists eligible clients needing transportation assistance based on medical or relocation needs; arranges transportation through bus-line and contacts family members, friends, churches for assistance.

Serves as liaison to other agencies in order to obtain/coordinate assistance on client's behalf; builds and maintains professional working relationships with community agencies.

Prepares and files client records in a timely manner ensuring all information is accurate and up-to-date; obtains signatures of clients as needed; reviews and tracks all client records in order to determine if client is active or inactive; maintains confidentiality of client information.

Prepares and maintains statistical records on all services provided; compiles and prepares monthly statistical reports; ensures the accuracy and completeness of the same.

Answers telephone in a courteous and tactful manner; assists clients by providing accurate and complete information regarding the Social Service Program operations and/or services; assists public in locating missing persons.

Secretary I Responsibilities:

Transcribes dictation and/or types correspondence, minutes, newsletters, bulletins and/or reports in an accurate and timely manner; acknowledges routine correspondence not needed for dictation.

Prepares, types, and processes correspondence, proposals, contracts, agreements, estate files, scripts, statistics, check requests, audit sheets, forms, invoices, court or legal documents, notices, bulletins, agendas, schedules, minutes, manuals, etc.; ensures the accuracy, completeness, and timeliness of the same.

Prepares and maintains office records, reports, calendars, databases, journals, books, logs, lists, etc. in an accurate, complete, and timely manner; updates, posts and indexes information and inputs data into the computer to maintain office records; researches office files to locate specific information found in documents, correspondence, lists, forms, etc. in order to prepare specific reports.

Prepares and proofs various routine reports; compiles and records information and statistics necessary to generate routine reports; proofs reports for errors and to ensure they are grammatically correct.

Answers telephone in a courteous and tactful manner; schedules appointments and/or Thrift Store pick-ups; greets and assists employees and people from outside The Salvation Army; provides accurate and complete information regarding the office operations and/or services; attempts to resolve complaints in a calm, courteous, and tactful manner.

Receives, sorts, collates and distributes mail in an accurate and timely manner; ensures that all mail received is forwarded to the appropriate person and/or destination; collects and prepares outgoing mail.

Performs routine filing of a variety of correspondence, forms, cards, records, reports, and documents; maintains and utilizes the bring-up filing system; ensures the files are maintained in an organized and efficient manner.

Photocopies and/or shreds a variety of items including correspondence, forms, reports, and documents.

Distributes information regarding Salvation Army services, programs, conferences, seminars, etc. in an accurate and timely manner; compiles mailing lists and ensures the accuracy and completeness of the same.

Compiles information for booklets, kits, notebooks, etc. for conferences, seminars, meetings.

Performs various clerical and secretarial support work associated with special projects, seasonal events, and conference and committee meetings; assists in coordinating arrangements and volunteers for the Christmas Kettle Program.

Processes invoices for payment; types requisitions and check requests; receives and processes checks to pay bills; maintains appropriate back-up paperwork in files and ensures that payments are made in an accurate and timely manner.

OTHER RESPONSIBILITIES:

Types and files routine correspondence, documents, lists, reports, etc. on behalf of the Commanding Officer.

Receives and processes incoming mail; prepares deposits of funds received in an accurate and timely manner.

Prepares, maintains, and balances bookkeeping records ensuring the accurate and timely accountability of funds; prepares and records checks for utility companies.

May serve as Coordinator for a specific program such as senior citizens or food programs; plans and coordinates program arrangements; sets-up program meeting area; ensures clients of program are served effectively.

Performs related work for special and seasonal projects.

Performs other related work as required.

Instructs and trains clerical staff performing similar or same work in the proper procedures for performing work; monitors and reviews work in progress and upon completion for accuracy and completeness.

Prepares and maintains personnel files; assists in preparing routine payroll records; prepares and processes insurance claims.

Makes travel arrangements including flights and lodging accommodations for office personnel and/or conference attendees.

Orders office supplies to ensure the inventory is maintained at a level to meet the needs of the department; orders equipment and any other special items required for the office operations including supplies for the photocopy machine; reviews office supply catalogs for desired items and ensures items are ordered at an economical price when possible.

Prepares service requests for office machine and computer repairs.

Coordinates arrangements for routine meetings; ensures that meeting rooms are properly set-up and cleaned before and after meetings; prepares food and drink as necessary.

Updates the Disposition of Forces (Dispo), Minute Book, and/or departmental manuals to reflect any changes as they occur; ensures that the same is maintained and updated in an accurate, complete, and timely manner.

Performs daily and monthly back-ups of computer data; ensures that all computer data is backed-up as a safety precaution.

MATERIALS AND EQUIPMENT:

Typewriter                                           Computer                                             Photocopy Machine

Transcription Machine                          Calculator                    Facsimile

MINIMUM QUALIFICATIONS REQUIRED:

EDUCATION AND EXPERIENCE:

High school diploma or G.E.D.,

and

Two years experience working in a social or public service environment with experience assisting the public,

two years experience performing clerical work in an office environment,

or

any equivalent combination of training and experience which provides the required knowledge, skills, and abilities.

LICENSES AND CERTIFICATIONS:

None.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge or general office practices and principles.

Knowledge of social service practices and principles.

Ability to interview clients in order to evaluate and serve their needs.

Ability to determine client eligibility for program assistance based on specific program guidelines and restrictions.

Ability to build and maintain effective working relationships with the public and community agencies.

Ability to prepare accurate and complete client records, reports, and statistics.

Knowledge of general office practices and procedures.

Knowledge of effective and efficient record-keeping and bookkeeping practices and procedures.

Knowledge of the English language including proper grammar and punctuation.

Knowledge of basic mathematics.

Ability to learn and become proficient in specific computer software.

Ability to maintain an efficient and organized filing system to ensure that items can be retrieved in a timely manner.

Ability to answer the telephone in a courteous and tactful manner.

Ability to maintain the confidential nature of the work.

Ability to follow instructions, plan and organize work, and work under limited supervision.

MENTAL AND PHYSICAL ABILITIES:

Ability to meet attendance requirements.

Ability to read, write, and communicate the English language.

Ability to perform mathematical calculations.

Ability to type and keypunch information into a computer.

Ability to sort and file documents alphabetically and numerically.

Ability to operate various general office equipment including a telephone, typewriter, computer, and adding machine.

Limited amount of physical effort required associated with walking, standing, lifting and carrying light objects (less than 25 lbs.) 5-10% of work time.

Duties are usually performed seated.  Sitting may be relieved by brief or occasional periods of standing or walking.

Ability to perform routine mathematical computations.

Ability to transcribe dictation and type.